ADMIN ASSISTANT, ORTHOPAEDIC WARD

Kuching Specialist Hospital; Kuching; On-site; MYR 24,000 - 42,000; Full time

Job summary

KPJ Healthcare Berhad in Kuching is seeking a Ward Administrative Clerk to handle the overall admin duties at the ward. You will manage the filing system, coordinate with departments, and handle inquiries by telephone, directing messages to customers and staff as needed.

The role reports to the Chief Nursing Officer and involves preparing key reports, dispatching communications, organizing meetings, and ensuring office equipment remains ready for use while keeping the ward orderly.

Qualifications

• Academic qualification of SPM.
• Interpersonal and communication skills.
• Caring, honest and responsible worker.
• Willingness to work scheduled hours and anytime when called during emergency.
• Experience working in hospital setting is an advantage.
• Able to converse fluently and write in English and Bahasa Malaysia.

Responsibilities

• Attend meetings and relay messages to and from customers.
• Maintain filing system in proper order and coordinate with PR & Marketing, Finance Services.
• Assist Chief Nursing Officer to prepare Management Committee Report, Board of Director Report, KPJ Nursing Report and Hospital Monthly Report.
• Ensure smooth management of internal and external correspondence.
• Provide clerical duties and maintain office cleanliness.
• Dispatch memos, forms and other documents to relevant services.
• Report faulty equipment and ensure ward stock is adequate.

Skills

Computer Technologies

English language communication

Bahasa Malaysia

Interpersonal skills

Time management

Education

SPM qualification

Job description

GENERAL DESCRIPTION

The clerk is responsible for the overall admin duties at the ward.

JOB DESCRIPTION

Organization and Management

Understands nursing care in line with Vision and Mission Statements, Philosophy, Goals and Objectives that suit the scope of hospital. Understands the service organization structure. Attends meetings held by the services in order to discuss issues and matters pertaining to the operation of the service. Reports directly to the Chief Nursing Officer with regard to activities, problems or difficulties encountered. Attending enquiries and calls via telephone, direct these calls or relays messages to and from customers. Responsible to ensure the filing system are to order. Responsible for checking and coordinating with PR & Marketing, Finance Services on the internal nursing events. Responsible for distributing the internal memo to Top Management, Consultants, Deputy Chief Nursing Officer and Unit Managers. Responsible for assisting the Chief Nursing Officer to prepare the Management Committee Report, Board of Director Report, KPJ Nursing Report and Hospital Monthly Report. To ensure smooth management of internal and external correspondence. Responsible for ensuring office equipment in proper order. To ensure meetings are organized effectively. Provide personalized clerical duties for smooth management of the office. Maintains the cleanliness of the office. Dispatching: Memo, form and etc. to relevant services. Implement any other duties as delegated by the Chief Nursing Officer.

Human Resource and Management

Takes personal responsibility for own professional development and keep up to date with professional change and growth by maintaining mandatory learning hours. Maintain the record of personal leave and training attended.

Policies and Procedures

Adheres to the hospital policies and procedure and nursing code of conduct. Maintain confidentiality of patient’s personal and medical history. Ensure to adhere with Prevention and Control of infection.

Facilities and Equipment

Assists the qualified staff in the following: Maintains proper storage of biomedical equipment assigned in the unit. Check all equipment to ensure that they are in good condition and ready to be used at all time. Report if there is any fault. Maintains adequate supply of ward stock. Keeps accurate records of equipment, medical supplies and drug in the Unit/ wards.

Safety and Quality Improvement Activities

Complies and promotes Baby Friendly Hospital Initiative Breastfeeding Policy, and protect, promote and support Baby Friendly Hospital activities. Participates actively in any other new service that is introduced by the services. Participates in 5S activities and comply with the specified requirements Practices Standard People Practice (SPP) at all times. Ensure compliance of Patient safety goals as safety improvement measures recommended by World Alliance for Patient Safety. Policies on patient and family rights are addressed at all times Participates actively and encourages compliance to all policies and Procedures of ISO9001: 2008, ISO 14001, OHSAS 18001, ISO 14001:2004, Malaysian Hospital Accreditation Standards, Joint Commission International Accreditation Standards, PSG and NNA. Complies with any instruction or measure on occupational safety and health Carries out duties as an employee as stipulated in Occupational Safety and Health Act and Regulations 1994:- To take reasonable care at work for the safety of yourself and other persons; To co-operate with your employer or any other person in the discharge of any duty; To wear or use any protective equipment or clothing provided by the employer To comply with any instruction or measure on occupational safety and health.

JOB REQUIREMENTS

Education

Minimum: Posses academic qualification of SPM qualification. Preferred: Have interpersonal and communication skills. Caring, honest and responsible worker. Willingness to work on scheduled hours and anytime when called during emergency.

Knowledge and Experiences

On the job training/ in-services training will be provided. Experience working in hospital setting is an advantage.

Skills & Competencies

Certificate in Computer Technologies/system. Able to converse fluently and write in English Language and Bahasa Malaysia.

Personal attributes

Good leadership, good interpersonal and communication skills and good time management. Prepared to work as a team member in the best possible manner.

KPJ Healthcare Berhad is founded on the vision of being the preferred healthcare provider in the region. We are focused on delivering world-class quality healthcare services throughout our regional footprint across 5 countries, namely Malaysia, Indonesia, Thailand, Bangladesh, and Australia. We are in search of remarkable people to join us in exploring and discovering better healthcare solutions together. Whether you are a student, a graduate, or an experienced professional, discover the impact you could make with a career at KPJ.